How to keep clients informed about appointments

The tool sends no emails or texts to clients, so a short routine of your own covers each step.

Special questions

Clients like to know that their appointment is confirmed, when it is and how to change it. 4appointments doesn’t send emails, text messages or app messages to clients at the moment, so this communication comes from you. Done in a regular order, it takes little time and feels personal.

At booking: the client sees a final screen with the details and a management link for cancelling or rescheduling. Nothing is emailed, so suggest to clients, when you share your booking link, that they save it. It’s their way to change the booking later.

At confirmation: a public booking is pending until your team confirms or rejects it in the Bookings section, and neither action notifies the client. After you confirm, send a short message through your usual channel with the date, time and address. For bookings you create yourself and recurring-series sessions, copy the management link and send it with your message.

Before the day: a short call or message from you is the best way to avoid empty slots. The day and list views show the next appointments, so the round takes a minute. Email is optional on the public form and the form’s phone number isn’t kept, so ask for a contact when you confirm.

After a change: if you move or cancel a booking, tell the client yourself. A reusable template helps, with blanks you fill in by hand such as {client_name}, {appointment_date} and {service}. The tool won’t send it, and it won’t tell you when a client changes things through their link either, so look at the calendar every day.

Key points

  • ✓No emails, texts or app messages go to clients from 4appointments
  • ✓The final screen shows the management link, and it isn’t emailed
  • ✓A short, regular message from you replaces the missing notifications

Common questions

Does 4appointments send SMS or WhatsApp messages?+

No. Bookings don’t send texts or WhatsApp messages. You can paste your booking link into any messaging app yourself.

What happens if a client doesn’t provide an email address?+

Email is optional on the form. Ask the client for a way to reach them when you confirm, or keep a note in your own client list.

More guides to read

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